Data protection information for applicants for the use of Microsoft Teams
Controller responsible for the processing
The processing of your personal data in the context of the use of Microsoft Teams for job interviews is the responsibility of
singularIT GmbH
Inselstraße 27
04103 Leipzig
Phone: +49 (0) 341 978 521 0
Email: contact@singular-it.de
Represented by the managing directors Felix Hammann and Dr. Mattis Hartwig
Data Protection Officer
You can reach our data protection officer at datenschutz@singular-it.de I +49 151 730 44 032.
For what purpose do we process your data
We conduct our interviews either in person or using the Microsoft Teams (MS Teams) meeting software. Participation in an interview via MS Teams does not require you to create a user account. It is sufficient if you follow the link contained in the invitation email and log in via the web interface. However, you must at least provide your name and e-mail address in order to participate so that we can identify you as an authorized participant. During your participation in the interview, various metadata (e.g. IP address, device/hardware information), connection data (e.g. phone number, country name, start and end time) and content data (e.g. audio, video) will also be processed. The meta and connection data is information that is necessarily generated when using MS Teams. Otherwise, no connection to you and the end device used can be established. You are in control of which content data is processed via MS Teams. You can switch off the camera or microphone yourself at any time and prevent the processing of data in this way.
If you have created your own user account with MS Teams and participate in the interview with this account, the data protection information of Microsoft Ireland Operations Limited also applies.
The processing of meta and connection data as well as your name and e-mail address is mandatory, as otherwise no connection can be established with your device. Activating the video and audio function is voluntary – deactivating it, however, means that we will not be able to conduct the interview with you.
Legal basis for the processing
The permissibility of using MS Teams to conduct job interviews is based on our legitimate interest (Art. 6 para. 1 f) GDPR) or on your consent (Art. 6 para. 1 a). We use MS Teams to enable an uncomplicated and prompt initial meeting. This is also necessary in the course of advancing digitalization in order to adapt to the needs of applicants for flexibility and to remain competitive. The use of software applications such as MS Teams is an important building block in order to be able to communicate “face-to-face” even from a distance.
Which of your data do we process?
We process the following data as part of the job interview:
- Master data (first name, surname, communication data)
- Image and voice data (video and audio transmission (no recording))
- Notes from/for the interview
Storage duration
The content data exchanged during the interview will not be recorded electronically via MS Teams and will not be saved. However, your interviewer will usually take notes. The meta and connection data are stored in accordance with the provisions of the Telecommunications Act and the Telemedia Act for the purpose of billing and maintaining system security. Name and e-mail address are stored in MS Teams for a period of 6 months and then deleted. The call history in MS Teams is deleted after 60 days.
Categories of recipients
Our employees initially receive knowledge of your personal data. Where permitted or required by law, we share your personal data with other recipients who provide services in connection with our IT. In doing so, we limit the disclosure of your personal data to what is necessary. We have concluded data processing agreements (or amendments to existing agreements in this regard) with our service providers (if there is commissioned processing) regarding the processing of personal data, provided that they have been commissioned by us as processors. These service providers are bound by our instructions when handling your personal data. Within our company, employees in the following areas have access to or process your data:
- IT admins for support incidents
- People & Culture (Human Resources)
- Other people from departments involved in the application process
Outside our company (third parties), the following persons/companies/institutions have access to your data:
- IT service providers for software support
The provider of MS Teams is Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland. Details on data processing can be found in the Microsoft Teams privacy policy: https://privacy.microsoft.com/de-de/privacystatement.
The company is certified in accordance with the “EU-US Data Privacy Framework” (DPF). The DPF is an agreement between the European Union and the USA that is intended to ensure compliance with European data protection standards when processing data in the USA. Every DPF-certified company undertakes to comply with these data protection standards.
Further information on this can be obtained from the provider under the following link:
https://www.dataprivacyframework.gov/s/participant-search/participant-detail?
contact=true&id=a2zt0000000KzNaAAK&status=Active.
Order processing
We have concluded a data processing agreement (DPA) for the use of the above-mentioned service. This is a contract required by data protection law, which ensures that it processes the personal data of our website visitors only in accordance with our instructions and in compliance with the GDPR.
Although the use of MS Teams by the provider provides sufficient guarantees for compliance with an adequate level of data protection, we do not wish to use the software in the context of a job interview with you without your consent. Consent is voluntary. If this is not given, we cannot conduct the job interview via MS Teams and must – if and as soon as this is possible – conduct it on site.
Rights of data subjects
Right to information
You can request confirmation from us as to whether personal data concerning you is being processed by us. If such processing is taking place, you can request information from us about the type and scope within the scope of the information provided for by law (see Art. 15 para. 1 GDPR) and be informed about suitable guarantees in accordance with Art. 46 GDPR in connection with the transfer if the personal data concerning you is transferred to a third country or to an international organization. The restrictions under Sections 34 and 35 BDSG apply.
Right to rectification
You have the right to obtain from us the rectification and/or completion of personal data concerning you if the processed personal data is inaccurate or incomplete. We must make the correction without delay.
Right to restriction of processing
Under the legal requirements (see Art. 18 para. 1 GDPR), you can request the restriction of the processing of personal data concerning you. Further information on the consequences of the restriction can be found in Art. 18 (2) and (3) GDPR.
The right to restriction of processing exists in the following cases:
- If you dispute the accuracy of your personal data stored by us, we generally need time to check this. You have the right to request the restriction of the processing of your personal data for the duration of the review.
- If the processing of your personal data was/is carried out unlawfully, you can request the restriction of data processing instead of erasure.
- If we no longer need your personal data, but you need it for the exercise, defense or assertion of legal claims, you have the right to request the restriction of the processing of your personal data instead of deletion.
- If you have lodged an objection pursuant to Art. 21 (1) GDPR, a balance must be struck between your interests and ours. As long as it has not yet been determined whose interests prevail, you have the right to demand the restriction of the processing of your personal data.
If you have restricted the processing of your personal data, this data – apart from its storage – may only be processed with your consent or for the establishment, exercise or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the European Union or of a Member State.
Right to erasure
You can demand that we erase the personal data concerning you without undue delay and we are obliged to erase this data without undue delay if one of the reasons pursuant to Art. 17 (1) GDPR applies. There is no right to erasure in the cases of Art. 17 para. 3 GDPR. Furthermore, the
restrictions according to §§ 34 and 35 BDSG apply.
Right to information
If you have asserted the right to rectification, erasure or restriction of processing against us, we are obliged to notify all recipients to whom your personal data has been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort. You have the right to be informed about these recipients.
Right to data portability
You have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format. For details, please refer to Art. 20 GDPR.
Right to object
You can object (right to object) to the processing of your personal data (Art. 21 GDPR).
If you exercise your right to object, we must stop processing your personal data. Your right to object exists within the limits specified under Art. 21 GDPR. In individual cases, your objection may be opposed by a legitimate interest on our part, so that we are still entitled to process your personal data, despite a possible objection request on your part (e.g. if we can demonstrate compelling legitimate grounds for processing or if the processing serves the defense, assertion or exercise of legal claims). In this case, you will be informed insofar as we are legally able to do so.
If we process your personal data to protect legitimate interests on the basis of Art. 6 para. 1 f) GDPR, you can object to this at any time. If there are special reasons arising from your
particular situation and we have no overriding interest in the processing, we will stop the processing.
Right of revocation
You can revoke your consent to the collection, processing and use of data at any time with effect for the future (right of revocation). To do so, please send an informal e-mail to the contact details given above or to our data protection officer.
Right to lodge a complaint with the supervisory authority
You also have the right to lodge a complaint with the data protection supervisory authority. To do so, you can send your complaint to the following address, among others:
The supervisory authority responsible for us:
The Saxon Data Protection and Transparency Officer
Dr. Juliane Hundert
Devrientstraße 5
01067 Dresden
Telephone: 0351/85471 101
Fax: 0351/85471 109
E-mail: saechsdsb@slt.sachsen.de
Obligation to provide personal data
There is no obligation on your part to provide us with your personal data. However, if you do not provide us with the necessary personal data, we will not be able to hold a video or audio conference with you as part of the application process.